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Item 4DCITY OF SOUTHLAKE MEMORANDUM (February 19, 2019) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Item 4D Subject: Approve an Interlocal Agreement (ILA) with Tarrant County for the joint resurfacing of Continental Boulevard from 600 feet east of Byron Nelson Parkway to 378 feet east of Crooked Lane (approximately 7,000 linear feet) Action Requested: Approve an Interlocal Agreement (ILA) with Tarrant County for the joint resurfacing of Continental Boulevard from 600 feet east of Byron Nelson Parkway to 378 feet east of Crooked Lane (approximately 7,000 linear feet). Background Information: As part of the annual Capital Improvement Program (CIP), City Council authorizes annual funds for a joint roadway rehabilitation project in partnership with Tarrant County. For FY 2019, City staff and Tarrant County representatives have agreed [RCI]to the County assisting the City with resurfacing Continental Boulevard from 600 feet east of Byron Nelson Parkway to 378 feet east of Crooked Lane. This joint project is a continuation of last year's resurfacing of Continental Boulevard from Davis Boulevard to 600 feet east of Byron Nelson Parkway. In March 2018, the City conducted the annual Pavement Management Assessment. The Data Transfer Solutions (DTS) test scores indicate the ride quality for this section of Continental Boulevard is marginal. City crews will re -stabilize any spot subgrade repairs to correct longitudinal cracking or alligator cracking as needed. The road will then be resurfaced to improve ride quality and address I[Rc2]1[cM3]I[Rc4]i[cM51customer complaints. Tarrant County has provided similar services on previous projects such as W. Continental Blvd., N. Peytonville Ave., Shady Oaks Dr., S. White Chapel Blvd., Randol Mill Rd., Dove Rd., Ridgecrest Dr., Lonesome Dove Rd., Morgan Rd., and N. Carroll Ave. Page 1 of 3 Item 4D To minimize the impact on commuters and traffic, the project will begin in early June when school has ended for the summer. Furthermore, Tarrant County and the City have agreed to working hours of 8:30 am to 3:00 pm to avoid peak travel times. Financial Considerations: Tarrant County provides a service to the City of Southlake by providing heavy equipment, which the City does not own, as well as providing labor resources and half of the fuel to complete the project. [CM6] As part of this partnership, the City will mill the roadway, make any necessary subgrade repairs, manage all traffic control and be responsible for striping. Upon completion of the asphalt resurfacing project to Crooked Lane, the City will stripe the entire length of the project and continue the fresh striping onto the concrete street transition all the way to S. Kimball Avenue for motorist visibility and safety. The table below outlines prior year joint street rehabilitation projects with Tarrant County and the costs paid by the City of Southlake: Fiscal Year Project Cost FY 2018 W. Continental Blvd. $395,661 FY 2017 N. Pe tonville Avenue $299,296 FY 2016 Shady Oaks Drive $238,705 FY 2015 S. White Chapel Blvd. $250,734 Staff is obtaining proposals for milling services as part of this project from three vendors, and anticipates the cost of service to be approximately $40,0001.�[RC7] The budget for Southlake's share of this project is $300,000 and is available in the FY 2019 CIP Project R0030 budget. Staff is also seeking authorization of utilizing FY 2019 Pavement Management Assessment (PMA) CIP Project R0014 funds if cost of project exceeds beyond the budgeted amount in an amount not to exceed $100,000, for an overall budget of $400,000. Page 2 of 3 Item 4D Strategic Link: This item relates to the City's strategy map relative to the strategic focus areas of Infrastructure and Partnerships & Volunteerism. It specifically relates to the City's Corporate Objectives of (132) collaborate with select partners to implement service solutions and (F2) invest to provide & maintain high quality public assets. Citizen Input/ Board Review: Upon approval by Southlake City Council, the ILA will then be placed on the March 5, 2019 Tarrant County Commissioner's Court Agenda for approval. Legal Review: N/A Alternatives: The City Council may approve or deny the ILA with Tarrant County. Supporting Documents: Attachment A: FY 2019 Interlocal Agreement Attachment B: FY 2019 Notice to Proceed Attachment C: FY 2019 Continental Cost Estimate Staff Recommendation: Approve an Interlocal Agreement (ILA) with Tarrant County for the joint resurfacing of Continental Boulevard from 600 feet east of Byron Nelson Parkway to 378 feet east of Crooked Lane (approximately 7,000 linear feet). Staff Contact: Rob Cohen, Director of Public Works Page 3 of 3 THE STATE OF TEXAS INTERLOCAL AGREEMENT COUNTY OF TARRANT This Interlocal Agreement is between Tarrant County, Texas ("COUNTY"), and the City of Southlake ("CITY"). WHEREAS, the CITY is requesting the COUNTY's assistance to: • Resurface Continental Boulevard located within the City of Southlake from 600 ft east of Byron Nelson Parkway to 378 ft east of Crooked Lane (Approximately 6,907 linear feet). Collectively, hereinafter referred to as the "Project". WHEREAS, the Interlocal Cooperation Act contained in Chapter 791 of the Texas Government Code provides legal authority for the parties to enter into this Agreement; and WHEREAS, during the performance of the governmental functions and the payment for the performance of those governmental functions under this Agreement, the parties will make the performance and payment from current revenues legally available to that party; and WHEREAS, the Commissioners Court of the COUNTY and the City Council of the CITY each make the following findings: a. This Agreement serves the common interests of both parties; b. This Agreement will benefit the public; C. The division of costs fairly compensates both parties to this Agreement; and d. The CITY and the COUNTY have authorized their representative to sign this Agreement. e. Both parties acknowledge that they are each a "governmental entity" and not a "business entity" as those terms are defined in Tex. Gov't Code § 2252.908, and therefore, no disclosure of interested parties pursuant to Tex. Gov't Code Section 2252.908 is required. NOW, THEREFORE, the COUNTY and the CITY agree as follows: 1 TERMS AND CONDITIONS 1. COUNTY RESPONSIBILITY The COUNTY will furnish the labor and equipment to assist the CITY in completing the Project: • Continental Boulevard: Following any pavement repairs and removal of the existing hot mix asphaltic surface by the CITY, the COUNTY will place two inches of asphalt intermediate course, two inches of asphalt surface, backfill the pavement edges and clean the project jobsite. 2. CITY RESPONSIBILITY 2.1 The CITY will furnish and pay for the actual cost of the materials, including any delivery or freight cost. The CITY will provide a purchase order and will be billed directly by the material supplier. The COUNTY may accumulate and bill the CITY for incidental material cost. 2.2 The CITY will pay for one-half of the COUNTY's fuel used to construct this Project. The COUNTY will invoice the CITY for the fuel consumed at the conclusion of the Project. 2.3 The CITY will be responsible for all traffic control necessary to safely construct this project. This responsibility includes all advance notices, signage, barricades, pilot vehicles, and flagmen necessary to control traffic in and around the construction site. The CITY will be responsible for and provide portable message boards to supplement traffic control as needed. 2.4 The CITY will remove the existing surface and make any necessary roadway repairs prior to the COUNTY starting work. 2.5 The CITY will adjust all utilities, manholes and valve boxes for this Project. 2.6 The CITY will provide the COUNTY with a hydrant meter and all the water necessary for construction of the Project at no cost to the COUNTY. 2.7 The CITY will provide or pay for any engineering, survey, and laboratory testing required for this Project. 2.8 The CITY will furnish a site for dumping all spoils and waste materials generated during construction of this Project. 2 2.9 If required, the CITY will be responsible for the design and development of a Storm Water Pollution Prevention Plan (SWPPP). The CITY further agrees to pay for all cost (including sub -contractor materials, labor and equipment) associated with the implementation of the plan. The COUNTY will be responsible for maintenance of the plan during the duration of the Project. Documentation and record keeping of the SWPPP will be the responsibility of the CITY. 3. PROCEDURES DURING PROJECT COUNTY retains the right to inspect and reject all materials provided for this Project. If the CITY has a complaint regarding the construction of the project, the CITY must complain in writing to the COUNTY no later than 30 days of the date of project completion. 4. NO WAIVER OF IMMUNITY This Agreement does not waive COUNTY rights under a legal theory of sovereign immunity. This Agreement does not waive CITY rights under a legal theory of sovereign immunity. 5. OPTIONAL SERVICES 5.1 If requested by the CITY, the COUNTY will apply permanent striping coordinated through the Transportation Department. Application of striping by the COUNTY is limited to Project roadways. If the CITY desires permanent striping applied to any roadways or portions of roadways not covered by this Agreement, the CITY will need to enter into a separate agreement with the COUNTY for the provision of those services. 6. TIME PERIOD FOR COMPLETION The CITY will give the COUNTY notice to proceed at the appropriate time. However, the COUNTY is under no duty to commence construction at any particular time. 3 7. THIRD PARTY This contract shall not be interpreted to inure to the benefit of a third party not a party to this contract. This contract may not be interpreted to waive any statutory or common law defense, immunity, including governmental and sovereign immunity, or any limitation of liability, responsibility, or damage of any party to this contract, party's agent, or party's employee, otherwise provided by law. 8. JOINT VENTURE & AGENCY The relationship between the parties to this Agreement does not create a partnership or joint venture between the parties. This Agreement does not appoint any party as agent for the other party. 9. EFFECTIVE DATE This Agreement becomes effective when signed by the last party whose signing makes the Agreement fully executed. 10. TERMINATION This Agreement will automatically terminate on either September 30, 2019 or on the date the project is completed, whichever occurs first. Notwithstanding the foregoing, or any other language to the contrary, either party may terminate this Agreement without cause upon thirty (30) days' written notice to the other party prior to the intended date of termination. In the event of termination by either party, neither party shall have any further obligations to the other party under this Agreement, except that the CITY remains liable to the COUNTY for any outstanding invoice for materials that the COUNTY provides for the project, if any. 4 TARRANT COUNTY, TEXAS B. Glen Whitley County Judge Date: Gary Fickes Commissioner, Precinct 3 Date: APPROVED AS TO FORM* CITY OF SOUTHLAKE Shana Yelverton City Manager Date: Robert Cohen Director of Public Works Date: Attest: APPROVED AS TO FORM AND LEGALITY Criminal District Attorney's Office* City Attorney * By law, the Criminal District Attorney's Office may only approve contracts for its clients. We reviewed this document as to form from our client's legal perspective. Other parties may not rely on this approval. Instead those parties should seek contract review from independent counsel. I NOTICE TO PROCEED The City of Southlake hereby notifies the County that the County may proceed with this project, as specified in the attached Agreement, on or after (Month/Date/Year) Authorized City Official City of Southlake Resurface Continental Boulevard located within the City of Southlake from 600 ft east of Byron Nelson Parkway to 378 ft east of Crooked Lane (Approximately 6,907 linear feet). Continental Boulevard (East) 2/6/2019 (City of Southlake) Limits: 600 ft east of Byron Nelson Parkway to Crooked Lane Existing Condition: Pavement has moderate longitudual and block cracking. Some patching and pending base failures esp. at east end of project. Some alligator cracking (pending base failures) need repair prior to milling and overlay. high crown in some areas. Good Ride. Width varies from 22 to 24 ft No C&G or ribbon except at RAB.. South lane extends approx 378 ft east of Crooked Lane (north lane concrete pavement to Crooked Lane). Scope Of Work: City will repair any failures and mill the existing surface. County will place 2 inch HMAC binder & 2 inch HMAC surface on exposed surface. Will attempt to establish a uniform width of 22.5 ft surface with 23.5 ft binder. RAB to receive 2 inches.HMAC surface. Project Size: Roadway Length (If): 6,529 If Stabilization Width (ft) : 0 ft Stab Area : sy Binder Width (ft): 23.5 ft Binder Area: 19,136 sy (No RAB) Surface Width (ft): 22.5 ft Surface Area: 20,244 sy Additional Areas (sy): 3921 sy Turn Lanes & RAB Roadway Materials: * Surface Area (SY) provided by Southlake: 17,300 sy Estimate: Roadway Materials: Sq Yds Rate/SY Cost Estimate Final $ Estimate $ Final Tack Coats 39,380 0.10gal/sy $ 3.25 $/ al 3938 gal gal $ 12,798.43 HMAC Binder 2") 19,136 0.11 to/sy $ 58.25 $/tn 2105 to to $ 122,613.56 HMAC (2") 20,244 0.11 to/sy $ 63.65 $/tn 2227 to to $ 141,737.20 Topsoil (Backfill Edges) 6,529 If 0.025 cy/If $ 25.00 $/cy 163 cy cy $ 4,080.63 Subtotal $ 281,229.82 $ Misc Cost Mill & Remov Spoils City $ 41,800.00 Fuel Cost Estimate 50% Actual $ 1,800 $ 900.00 $ - Striping - Contractor $ - $ 25,169.00 $ Materials + Misc Cost $ 349,098.82 10% Contingency $ 34,909.88 Total: I I I 1 $384,008.70 $ Material cost based on Sept 2018 pricing. Construction Time Estimate Comments: City will responsible for all traffic control required to construct this project. City will adjust all utilities and manholes/valves for this project. City will provide a nearby disposal area for spoils . City will provide a hydrant meter and all water for this project. Estimated Cost to Mill the project:(4 20,244 sy @1.66 $/sy + $ 200 Mob = $ 33,804.76 (City Quote $41,800). Stripe A Zone Quote to City for Thermo Stripe & RPMs $25,169.78 Surface HMAC is estimated using TxDOT Item 340 - Ty D PG 64-22 (20% max Frac RAP) asphalt. 10 days Prepared by: Richard Schiller Tarrant County - Precinct Three Continental Boulevard (East) (City of Southlake) 2/6/2019 Activity Quantitiy Rate Days $ Fuel / Day Fuel Cost Lay Binder 2,105 500 to/day 5 $ 200 $ 1,000 Lay Surface 2,227 500 to/day 5 $ 200 $ 1,000 Backfill Edges - 2,500 If/day 4 $ 175 $ 700 Clean Up 1 $100 $ 100 10 $ 1,800